Executive & Administrative Support Provide proactive day-to-day administrative support to the Executive Assistant (EA) to the CEO, ensuring smooth execution of executive priorities and office operations. Assist with complex calendar management, including scheduling internal and external meetings, resolving conflicts, prioritizing requests, and coordinating across multiple time zones. Coordinate meeting logistics from planning through follow-up, including conference room reservations, virtual meeting setup, agenda preparation, distribution of materials, catering arrangements, attendee coordination, and action-item tracking. Prepare, edit, proofread, and format professional presentations, reports, correspondence, spreadsheets, and other business documents using Microsoft PowerPoint, Word, Excel, and related tools. Maintain organized records, files, and documentation to support executive activities and departmental initiatives. Monitor incoming requests and communications, helping prioritize tasks and ensuring timely responses. Serve as a reliable backup point of contact for executive support functions when the Executive Assistant is unavailable, maintaining continuity of service and communication. Meetings & Communications Support the planning and execution of company-wide All Employee Meetings, leadership meetings, board-related activities, and other special events as needed. Coordinate meeting logistics, technology requirements, presentation materials, attendee communications, and live meeting support. Take detailed meeting notes, prepare summaries, document key decisions, and track action items to ensure accountability and follow-through. Assist with drafting, editing, and distributing internal communications, announcements, executive updates, and employee-facing materials. Collaborate with cross-functional teams to gather information and ensure accurate and timely communication across the organization. Maintain confidentiality when handling sensitive executive, employee, and business information. Travel & Expense Management Assist with the coordination and execution of domestic and international travel arrangements, including flights, hotels, ground transportation, visas, itineraries, and travel documentation. Develop detailed travel itineraries and provide real-time support for schedule changes, travel disruptions, and last-minute adjustments. Coordinate travel logistics for executive meetings, conferences, customer visits, and company events. Prepare and process expense reports, ensuring accuracy, compliance with company policies, and timely submission. Track travel-related expenses, maintain supporting documentation, and assist with reconciliation and reporting as required. Additional Responsibilities Support special projects, executive initiatives, and strategic administrative tasks as assigned. Partner with internal stakeholders and external vendors to ensure seamless coordination of executive and organizational activities. Identify opportunities to improve administrative processes, enhance efficiency, and streamline workflows. Demonstrate professionalism, discretion, strong attention to detail, and exceptional organizational skills while managing multiple priorities in a fast-paced environment.

Pay:

$50,000.00 - $80,000.00 per year

Work Location:

In person